Metro Denver Region KeyWorker Training 2011

Metro Denver RegionKeyWorker Training 2011
2011

CFC Overview Metro Denver CFC Introduction KeyWorker & Responsibilities Campaign Timeline Pledge Collection & Reporting PII & OSI Security Tips & Tools Questions
Overview:
Thank you for partnering with the CFC! 2

The mission of the CFC is to promote and support philanthropy through a program that is employee-focused, cost-efficient, and effective in providing all Federal employees the opportunity to improve the quality of life for all Largest and most successful workplace giving campaign in the world Only authorized charity fundraising in Federal workplace Designation Campaign – not all charities receive funds Each region sets Campaign Solicitation period sometime between September 1 – December 15 each year
What is the CFC?

Federal Workers’ Commitment & Generosity 50 Years = More than $6 Billion Continue Expanding Opportunities for giving Wide Variety of Charitable Choices New Logo:
50th Anniversary:

17 Counties Approximately 40,000 Federal Employees Raised approximately $3.5 Million in 2009 and 2010 2011 Campaign Solicitation Period: October 3 – November 18 Campaign Celebration: December 15 The best and most generous Feds in the world!
What is Metro Denver CFC?

LFCC Regional Military and Federal Agency Reps
PCFO Campaign DirectorCampaign Coordinator Federal Volunteer Team Employee Campaign ChairsKeyWorkers Other Volunteers Charitable Organizations Thank you for partnering with the CFC! 6

Metro Denver Campaign Rules 100% Awareness 100% Education 100% Opportunity No Coercion 5CFR Part 950 for reference

Metro Denver CFC Rule #1: Must Have Fun!

Metro Denver CFC Rule #2: Must Have Chocolate!

Metro Denver CFC Rule #3: Keep It Simple Sweetheart! (KISS)

Jodi Korthuis, Campaign Director Represented various charities in the CFC for 10+ years Second Year as Campaign Director Assist you in coordinating the Campaign Coordinate the Events Liaison between you and charities Advise you on Federal Regulations Assist you with your fiscal accountability President of the “We Love Metro Denver Feds!” Fan Club
Who am I?

KeyWorker (KW) Educator Outreach Manager Opportunity Maker Campaign Cheerleader Campaign Follow-Up Awards distributor
Who are You?

Employee Campaign Chair (ECC) Team Leader! Create the Campaign Plan Recruit the Department/Agency/Division Team Campaign Reporting Campaign Follow-Up Inspire Motivate
What about Campaign Chair?

Employee Campaign Chair KeyWorkers (ideally 1:25) Events Volunteers Event Participants Other Volunteers
What is the Team?

KeyWorker To Do: Find out what your goal is and share with co-workers Goals provide Campaign Ownership and Direction Assist with and participate in Campaign Events Promote Campaign Know and share the dates of your Campaign Determine the co-workers you will be responsible for throughout the campaign
What do I need to do?

2011 Campaign Outline Regional Campaign: October 3 – November 18 Week 1 – 100% Awareness Kickoff Event Week 2 – 100% Opportunity Group Presentation Week 3 – 100% Follow Up Collect Pledges Week 4 – 6 Follow Up and answer questions
What is The Campaign?

2011 Largest Kickoff Fair Denver Federal Center Kickoff: October 11 from 11:00 am to 1:00 pm. Free Lunch! 150+ Charities Lots of animals – including horses! Excellent opportunity for ECCs and KWs to meet charity representatives and gather their information and shwag to share with your co-workers
What is The Campaign?

2011 Campaign Objectives 100% Awareness, Education & Opportunity The only way people can participate is if they are Aware the campaign is taking place They are Educated on what the Campaign is they are given the Opportunity to participate

2011 Campaign Objectives Promote your campaign Newsletters * Posters * Emails Make meaningful contact with your co-workers Answer any questions Distribute campaign materials Brochure * Pledge Forms * Charity Literature/Shwag

2011 Campaign Outline Collect Contributions KeyWorkers collect contributions from staff and make regular time to Turn In those contributions with ECC Ensure your Turn-in Time with ECC leaves plenty of time for you both to sign off for accountability

2011 Campaign Outline Track Donor Thank You Gifts Keep a list of your 25 Co-Workers with a check box of what gift that donor requests and whether or not they have received it Although Donors don’t give for the donor gift, they can easily feel slighted if promised something they don’t receive

2011 Campaign Outline Help Ensure ECCs Have Everything to Prepare Ledger for Weekly Turn-In ECCs will have an electronic Ledger to track the contributions each week. They will review this Ledger with CFC Staff at every Weekly Turn-In Weekly Turn-In Weekly Turn-Ins are essential to our PII & OSI safety plan

2011 Campaign Outline Ensure your co-workers know Turn-In deadline Pledges received by November 18th will determine Campaign Award Pledges received after November 18th will be included in your Campaign total; plaque attainment (bronze, silver or gold) will not reflect these later pledges Turn in all contributions by November 18 to receive the appropriate Campaign Award for your campaign 

2011 Campaign Outline Arrange for your last Turn-In November 18 is the last day CFC Staff will be in the field receiving contributions from ECCs Communicate with your ECC to know the last day you can turn in to them

2011 Campaign Outline Work with ECCs & CFC Staff to ensure all Donors have received their gifts Keeping track throughout the Campaign will ensure no one gets left out

2011 Campaign Outline Submit Hero Nominations by November 18 Nominate anyone you see going above and beyond during the Campaign Heroes are selected by the LFCC and honored at the Campaign Celebration Heroes may also be submitted to DC for National recognition

2011 Campaign Outline EEX and Nexus will be turned off COB December 15
What about Online Pledging?

2011 Campaign Outline Tell all about the Campaign Celebration: December 15 The Celebration is for everyone who contributed to the campaign including donors and volunteers Details will be forthcoming Charities will be planning the event this year so no Fed has to work on the event where they are being thanked!

Stretch Break
What will I miss if I go to the Bathroom?!

Ways to Contribute One-Time Cash or Check Donation Less than 10% of the Metro Denver totals is given this way
How Will People Pledge?

Ways to Contribute Payroll Deduction Online Employee Express Link to list of Federal Agencies utilizing EEX:https://www.employeeexpress.gov/agencies.aspx CFC Nexus For those whose agencies do not use the CFC module in Employee Express

Ways to Contribute Traditional Payroll Deduction Paper Pledge Form

What Happens at a Turn-In?

Campaign ReportingOn a weekly basis, the ECC will collect all KW envelopes, verify the contents with the KW and turn in to CFC Staff. CFC Staff will re-verify the content of the envelopes with the ECC. A chain of custody transition form on the envelope will be signed by the ECC and the LE at each turn-in. Thank you for partnering with the CFC! 34

ECCs Check KeyWorker Envelopes Verify BOTH the dollar amounts AND the number of each kind of donation. Verify that the name on the check, matches the name on the pledge form (if not, note the name of the donor on the check and the name from the check on the pledge form).

ECCs Collection from KeyWorker If collecting from larger organizations that have multiple departments, offices, units or even shifts (sub-sections), the ECCs will track and turn in those pledges by the corresponding subsection. (ie USPS GMF Tour 1, Tour 2, Tour 3 This ensures proper credit to each part of that organization AND if donor information has to be verified, it provides for a contact closer to the donor to validate. Each of these subsectionsshould fill out their own KeyWorker Envelope, which would then be collected by the ECC.

Collection from ECCS ECC’s should fill in a ledger that documents each of the KeyWorker envelopes they receive each week. A ledger should be provided every time they turn in to CFC Staff, and these ledgers should only include the amounts physically being turned in at that time.

ECC Ledger

Campaign ReportingOn a weekly basis, CFC Staff will collect ECC-collected contributions – CFC Staff will verify the contents for accuracy with the ECC during the turn-in. A chain of custody transition form will be signed at each turn-in. Thank you for partnering with the CFC! 39

CFC Staff will Cross Check the Envelopes Against the ECC Ledger

CFC Staff Check KeyWorker Envelopes After verifying the envelopes against the ledger, and verifying BOTH the dollar amounts AND the number of each kind of donation in each envelope, CFC Staff will separate cash and checks from the pledge cards – verify that the name on the check, matches the name on the pledge form (if not, note the name of the donor on the check and the name from the check on the pledge form).

ECC Ledger After Cross checking each envelope – CFC Staff will provide the requested supplies, and ECC and CFC Staff will sign off on the ECC ledger.

Tips CFC Focus Group Results Newer employees need education about what CFC is Employees felt inundated with 4 – 6 weeks of solicitation
Do You Have Tips or Tools?

OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum OPM generally defines PII as information that: Can be used to discern or trace a person’s or entity’s identity; and alone or combined with other information can be used to compromise the integrity of agency records relating to a person by permitting access to unauthorized disclosure of these records
Why do we have to do all that?

OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum For example, a name alone would generally not constitute PII, but when linked to his or her social security number (SSN), date of birth, or mother's maiden name, would constitute PII. (PLEDGE FORM)

OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum OPM defines OSI as any information: Related to the Federal donor or charitable entity that could alone, or combined with other information, be used to commit fraudulent acts against the Federal donor or charitable entity. For example, a donor’s home address, bank account number or routing number would constitute other sensitive information.

OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum
Campaign Responsibilities It is the local campaign’s responsibility to ensure it has implemented adequate controls to protect against the unauthorized release and misuse of personally identifiable and other sensitive information. Local campaigns are responsible for the proper handling of PII and OSI, regardless of location. Thank you for partnering with the CFC! 47

Campaign Responsibilities Proper control and handling of PII and OSI residing in collection envelopes, on computers, on removable media, and on paper and electronic documents Ensuring portable data storage and communication devices are properly controlled and secured at all times Thank you for partnering with the CFC! 48

Campaign Responsibilities Proper marking, control and storage of printouts and other paper documents containing PII and OSI in the campaign’s possession Encrypting any PII or OSI as an attachment when transmitting it through email. Do not send PII or OSI in the content of an email. Thank you for partnering with the CFC! 49

Campaign Responsibilities Restricting access to PII and OSI to only those individuals who have a business need for it Keeping paper documents with PII or OSI in locked storage rooms or safes which can only be accessed by authorized users or security personnel Thank you for partnering with the CFC! 50

LFCC Responsibilities LFCC should ensure any organization applying for the PCFO understands these responsibilities and addresses its plan for protecting PII and OSI in the written campaign plan provided with its application to administer the CFC The PCFO has an LFCC-approved plan, process and procedures that must be strictly adhered to for protecting PII and OSI information Thank you for partnering with the CFC! 51

Reporting PII Breaches A breach of PII or OSI includes the actual or suspected loss of control, compromise, unauthorized disclosure, unauthorized acquisition, or unauthorized access of PII or OSI whether physical or electronic Thank you for partnering with the CFC! 52

Reporting PII Breaches In accordance with 5 CFR § 950.104(b)(13) a LFCC is required to immediately report to OPM all potential PII data and OSI breaches -- whether they involve paper documents or electronic information.Potential PII data and OSI breaches must be reported within 30 minutes of discovery via telephone on (202) 606-2564 or email at cfc@opm.gov to OPM. Thank you for partnering with the CFC! 53

Reporting PII Breaches Both actual and suspected breaches should be reported, even if it is believed the breach is limited, small, or insignificant. In addition, the LFCC is reminded of its obligation to report all security incidents involving PII to US-CERT within the Department of Homeland Security (see US- CERT web site at http://www.us-cert.gov/federal/reportingRequirements.html) and providing notification to victims of PII or OSI breaches, as appropriate. Thank you for partnering with the CFC! 54

Your cooperation in protecting donor and charity privacy and preventing identity theft is appreciated! Thank you for partnering with the CFC! 55

Tips CFC Focus Group Results Employees felt conformity pressure to participate Most significant factors influencing donors to give: Knowing how donations are handled Availability of information about CFC

Tools CFC Charity List Group Presentation Easiest way to impact a large number of people at once Personalizes the impact of giving through the CFC Excellent opportunity to connect with some of the amazing charities

Tools CFC Website: www.MetroDenverCFC.org Speakers’ List for Charity Speakers at group presentation Links to online giving sources Calendar with event details Fill in Pledge Form Searchable Charity Database

Tools Goals & Awards Gold, Silver & Bronze Awards Listed at Campaign Celebration Agency Awards to those that reach at least Silver and have a marked increase in participation Agency Award for biggest participation during a hardship Sector Hero Awards for those who go above & beyond

Tools Donor Gifts:

Questions?
Q&A:

Jodi KorthuisCampaign Director720-999-1015Jodi@MetroDenverCFC.org Cari AllenCampaign Coordinator720-352-5076Cari@MetroDenverCFC.org www.MetroDenverCFC.org
What if I have Questions Later?

Metro Denver Region
2011

Metro Denver Region KeyWorker Training 2011